Satori Budgeting, Forecasting, and Financial Reporting Online Help

Publication Date:  March 3, 2011

Staff Forecasting

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The Staff Forecasting screens allow you to adjust the headcount and full-time equivalences for existing staff, new hires, and attritions. It compares the original budget to current year-to-date actuals and allows you to adjust the individual levels as necessary.

There are three sections available under Staff ForecastingStaffing Level Changes, Staffing Levels, and Staffing Reports. Select Staff Forecasting to display these sections.

ForecastingStaffForecasting.png

Figure 1.    Staff Forecasting

Staffing Level Changes section

Under each of these sections are blue hyperlinks — click to open a report. The reports in Staffing Level Changes enable you to forecast new hires and attritions by Office, by Practice Group, and by Title.

Forecast New Hires

From the New Hires spreadsheet, enter or modify positions you plan to fill in the coming year so that they are included in the upcoming budget.

  1. From the Staffing Level Changes menu select Forecast New Hires. The New Hires input screen displays.

Figure 2.    New Hires

Forecast Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

  3. From the Title drop-down, select a Title.

After making these selections, you can enter the following information:

  1. In the Description field (a free text field) enter a description.

  2. In the Hire Month field, select the expected start month of the new employee.

  3. If you are forecasting an employee that does not work a full year (i.e., summer interns, a temporary employee), use the Duration in Months field to enter the anticipated duration.

  4. In the Monthly FTE field, enter the employee FTE status.  Entering a 1 indicates a full-time employee. Entering .5 indicates part-time.

  5. In the Local Salary field, enter the employee’s annual salary.

Always enter the salary value at 100%/1 FTE.  Do not reduce the salary amount based on the FTE value.  The system will automatically adjust the salary value for employees who work a reduced schedule.  (i.e., if you plan to pay a .5 FTE 50% of $100,000, then input $100,000.

Located at the top left –hand side of the screen are four menu items:

View Total New Hires

View Total New Hires displays all New Hires that have been forecast to date firmwide.

From the New Hires screen, select View Total New Hires. The Total New Hires screen displays.

Figure 3.    Total New Hires

The Forecast Year and Current Version displayed on the left hand side are being pulled from the information entered on the Configuration screen. This report displays all New Hires by Employee (New Hire), Title, Description, Hire Month, Duration in Months, Monthly FTE, Headcount, Local Salary, Base Salary and Exemption Status, and Match Flag.

Located at the top left –hand side of the screen are four menu items:

This input screen uses an OLAPPivot and accesses the Hires & Attrition cube. The dimensions used from the Hires & Attritions cube are: Version, Year, Office, Practice Group, Title, Employee and Hire & Attrition Measures. Listed in the Columns are Hire & Attrition Measures, listed in the Rows is Employee and Title, and the remaining dimensions are listed in the Page.

Open Compensation FTE

Open Compensation FTEs displays compensation for FTEs that have been forecast to date firmwide.

  1. From the New Hires, select Open Compensation FTE. The Forecast Compensation FTEs Summary screen displays.

Figure 4.    Forecast Compensation FTEs Summary

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

The Forecast Year and Current Version displayed on the left-hand side are pulled from the information entered on the Configuration screen. This report displays Title, Forecast in Progress, Variance from Approved Budget, and Percent Variance.

Located at the top left –hand side of the screen are five menu items.

New Hires Matching

This screen enables you to determine if your new hires match the forecast.

  1. From the Staffing Level Changes menu, select Forecast New Hires Matching. The New Hires Matching screen displays.

Figure 5.    New Hires Matching

Forecast Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

  3. Clicking the Open Input icon on the upper left side of the screen shown in the bottom half:

Figure 6.    Budget New Hires

  1. Enter the row number for the person you want to match in the Set Match field. The Match number displays in the Match No. field on the screen above, and the placeholder field is now associated with that person.

Located at the top left-hand side of the screen are two menu items.

This input screen uses an OLAPTable and accesses and modifies the Hires and Attrition cube. The dimensions used from that cube are: Version, Year, Office, Practice Group, Title, Hire & Attrition Measures, and Employee. Listed in the Columns is the Hires & Attrition Measures, listed in the Rows is Employee, and the remaining dimensions are listed in the Page.

Forecast Attritions

The Attritions screen is used to enter attritions or planned reductions in force that are estimated for the budget year.

  1. From the Staffing Level Changes menu, select Forecast Attritions. The Attritions input screen displays.

Figure 7.    Attritions

Forecast Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

  3. From the Title drop-down, select a Title.

Example:

The Philadelphia Office expects to lose four employees during the following year.  The first is an Associate with a local salary of $75,000 that will be leaving in May.

The Attritions spreadsheet stores information about planned attrition for the year. Because the compensation and revenue impacts of attritions must be incorporated into the overall budget, the system automatically populates data from this spreadsheet into other related spreadsheets that perform budget calculations.

Be prepared when you view Total Attritions there could be numerous Attrition 1’s according to the Office, Practice Group and Titles selected when entered (i.e., there could be an Attrition 1 in Office: Philadelphia, Practice Group: Antitrust and Title:  Associate, whereas there could also be an Attrition 1 Office: Philadelphia, Practice Group: Antitrust and Title:  Secretary.)

The data in this spreadsheet must be entered for all billable and non-billable employees. Once data has been entered and saved then modifications can be made on the existing data. Be advised when the data is saved it is only saved to proCube and not pushed back to the original back-end systems.

To input data, first specify the Office, Department/Practice Group, and Title for each new attrition by selecting from the drop-down menus of each. While attrition data shows up in other spreadsheets, this is the only spreadsheet in which you can enter and delete attritions.

  1. In the Description field (which is a free text field), enter Associate 1.

  2. In Attrition Month (last month of employment), select May.

  3. In Monthly FTE (the employees FTE status), enter 1. Entering a 1 tells the system that this employee will be full time. Entering .5 tells the system that the employee will be part time.

  4. In the Local Salary field, enter 75,000.  Local Salary is the employee’s annual salary. Local Salary must be entered as if the Attrition was an FTE of 1.  The system will adjust the Local Salary accordingly if the FTE is entered as a percentage.

  5. Base Salary is an optional and rarely used field. If a value is input into Local Salary, you don't have to enter a value in Base Salary. An example where you might use Base Salary could be a situation where you are paying a new hire in the home office currency, but that new hire works in a foreign office. In such an event, you might use the value 'USD'.

For purpose of the budget, Exemption Status determines whether or not the employee is eligible for Overtime.  If an E is entered, the employee is considered exempt from overtime.

  1. Enter an E in the Exemption Status.

To view all Attritions for all offices, scroll down in the Office drop-down and select Total Office. To view all departments/practice groups, scroll down in the Department/Practice Group drop-down and select Total PG Department. To view data for all titles, scroll down in the Title drop-down and select Total Titles.

Located at the top left –hand side of the screen are four menu items.

This input screen uses an OLAPTable and accesses and modifies the Hires & Attrition cube. The dimensions used from the Hires & Attritions cube are Version, Year, Office, Practice Group, Hire and Attrition Measures and Title.

Forecast Attritions Matching

  1. From the Staffing Level Changes menu, select Forecast Attritions Matching. The Attritions Matching screen displays.

Figure 8.    Attritions Matching

Forecast Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

  3. Click Open Input on the upper left-side of the screen to expand the Attritions Matching screen.

ForecastingAttritionsMatchingOpenInput.png

Figure 9.    Attritions Matching - Staff Terminated After

  1. Enter the row number for the person you want to match in the Match No field. The Match number displays in the Match Flag field on the screen above, and the placeholder field is now associated with that person.

  2. Click Close Input to return to the Attritions Matching screen.

Located at the top left-hand side of the screen are two menu items:

Staffing Levels section

This section contains two summary screens: Forecast Productivity FTEs and Forecast Compensation FTEs.

Forecast Productivity FTEs

This summary screen enables you to see the forecast amount by title for the selected office and department. Use this spreadsheet to track and modify the FTE values. Revenue Budget Forecasting is based on these numbers.

This spreadsheet will always show existing staff (based on data that was loaded into the Xchange FTE cube) or entered as New Hires or Attritions. You may be required to update the spreadsheet with regards to switching office or PG Depts, changing titles, or moving from Full-Time Employees to Part-Time employees.

If an FTE changes in Productivity FTE, also change the FTE status in Compensation FTE.

  1. From the Staffing Levels menu, select Forecast Productivity FTEs. The Forecast Productivity FTEs Summary input screen displays.

Figure 10.           Forecast Productivity FTEs Summary

Forecast Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

Attritions that were previously entered are displayed as a negative number starting in the attrition month thru the end of the year. New Hires are displayed as a positive number. The actual employee displays as a positive throughout the whole year. All New Hires and Attritions that have been entered automatically appear at the bottom of this spreadsheet.

The dimension Title has a hierarchy that includes the parents Legal and Non Legal. Those Titles that are children of Legal (Associate, Senior Associate, Partner etc.) will display.  Whereas those Titles that are children of Non Legal (Secretary, Administration, Information Services and Other Personnel) will not display.  Non Legal employees are usually not billable to the customers.

To check the Hierarchy of Legal and Non Legal, select proCube (which is always resident at the bottom of your screen).

  1. Select the (Dimensions) icon from the menu to open the Dimensions dialog.

Figure 11.           Dimensions Dialog

  1. Double-click the Title dimension to open the 'Title' Hierarchy dialog.

Figure 12.           'Title' Hierarchy Dialog

The left side displays all of the members of the dimension.  On the right side of the panel the Title hierarchy is displayed.

  1. Click once on the located to the left of Title located on the right-side of the screen.

Figure 13.           'Title' Hierarchy Dialog

  1. The hierarchy now displays the next level down.  The icon indicates that this member is at the lowest level.

  2. Select the located to the left of Legal to display all members associated with Legal.

Figure 14.           'Title' Hierarchy Dialog - Legal Dimension

  1. Click to save and dismiss the dialog.

  2. Click OK on the Dimensions dialog.

  3. Minimize proCube and return to Satori Forecasting.

Located at the top left –hand side of the screen are four menu items.

FTE Details

Displays a person-by-person view that shows you the variance at a total level and at an individual, person-by-person level.

  1. From the Staffing Levels menu, select Forecast Productivity FTEs to open Forecast Productivity FTEs Summary.

  2. Click FTE Details. The Forecast Productivity FTEs screen displays.

 

Figure 15.           Forecast Productivity FTEs

Located at the top left-hand side of the screen are four menu items:

Forecast Compensation FTEs Summary

  1. From the Staffing Levels menu, select Forecast Compensation FTEs. The Forecast Compensation FTEs Summary input screen displays.

Figure 16.           Forecast Compensation FTEs Summary

Forecast Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

  1. From the Office drop-down, select an Office.

  2. From the Practice Group drop-down, select a Practice Group.

Located at the top left –hand side of the screen are five menu items:

This input screen uses an OLAPPivot and accesses and modifies the FTE & Headcount cube. The dimensions being used from the FTE & Headcount cube are Version, Year, Office, Practice Group, Month, Employee, Title and FTE & Headcount Measures. Listed in the Columns is the Month, listed in the Rows is Employee and Title, and the remaining dimensions are listed in the Page.

FTE Details

This screen is similar to Budget Compensation FTEs, but here adjustments to the upcoming months can be made.

  1. From the Staffing Levels menu, select Forecast Compensation FTEs.

  2. Select the FTE Details option.

Figure 17.           FTE Details

Located at the top left –hand side of the screen are four menu items:

Staffing Reports section

This section has six reports for working with your new hires, attritions, and headcounts.

New Hires by Office

The New Hires by Office report displays all New Hires by specified Office. Selecting Total Office in the Office drop-down displays all New Hires firmwide.

  1. From the Staffing Reports menu, select New Hires by Office.

  2. From the Office drop-down, select the Office to display.

ForecastingNewHiresByOffice.png

Figure 18.           New Hires by Office Report

Budget Year and Current Version display on the left hand side and are pulled from the information entered on the Configuration screen. This report displays all New Hires firmwide by Title, Staff, Description, Hire Month, Duration in Months, Monthly FTE, Local Salary, Base Salary and Exemption Status. This report is sorted first on Practice Group, then on Title, and finally on the actual new hire placeholder (e.g., New Hire 1, New Hire 2).

Located at the top left –hand side of the screen are four menu items:

This report uses an OLAPPivot and accesses the Hire & Attritions cube. The dimensions used from that cube are Version, Year, Office, Hire & Attrition Measures, PG Dept, Title and Employee.

New Hires by Practice Group

The New Hires by Practice Group report displays all New Hires by specified Practice Group. Selecting Total PG Dept in the Practice Group drop-down displays all New Hires firmwide.

  1. From the Staffing Reports menu select New Hires by Practice Group.

  2. From the Practice Group drop-down, select the Practice Group to display. The New Hires by Practice Group report displays.

Figure 19.           New Hires by Practice Group Report

Budget Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen. This report displays all New Hires by Practice Group by Office, Title, Staff, Description, Hire Month, Duration in Months, Monthly FTE, Local Salary, Base Salary and their Exemption Status.

Located at the top left-hand side of the screen are two menu items:

This report uses an OLAPPivot and accesses the Hire & Attritions cube. The dimensions used from that cube are: Version, Year, Office, Hire & Attrition Measures, PG Dept, Title and Employee.

Attritions by Office

The Attritions by Office report displays all Attritions by specified Office. Selecting Total Office in the Office drop-down displays all Attritions firmwide.

  1. From the Staffing Reports menu, select Attritions by Office.

  2. From the Office drop-down, select the Office to display. The Attritions by Office report displays.

 

Figure 20.           Attritions by Office

Budget Year and Current Version display on the left hand side and are pulled from the information entered on the Configuration screen. This report displays all Attritions by specified Practice Group, Title, Staff, Description, Attrition Month, Duration in Months, Monthly FTE, Local Salary, Base Salary and Exemption Status. This report is sorted first on Practice Group then on Title.

Located at the top left-hand side of the screen are two menu items:

This report uses an OLAPPivot and accesses the Hire & Attritions cube. The dimensions used from that cube are: Version, Year, Office, Hire & Attrition Measures, PG Dept, Title and Employee.

Attritions by Practice Group

The Attritions by Practice Group report displays all Attritions by specified Practice Group. Selecting Total PG Dept in the Practice Group drop-down displays all Attritions by Practice Group firmwide.

  1. From the Staffing Reports menu, select Attritions by Practice Group.

  2. From the Practice Group drop-down, select the Practice Group to display. The Attritions by Practice Group displays.

Figure 21.           Attritions by Practice Group

Budget Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen. This report is sorted first on Office, then on Title.

This report displays all Attritions by specified Practice Group by Office, Title, Staff, Description, Attrition Month, Duration in Months, Monthly FTE, Local Salary,Base Salary, and Exemption Status.

Located at the top left-hand side of the screen are two menu items:

This report uses an OLAPPivot and accesses the Hire & Attritions cube. The dimensions used from that cube are: Version, Year, Office, Hire & Attrition Measures, Practice Group, Title and Employee.

Headcount by Office

The Headcount by Office report displays all Headcounts for a Specified Office. This report uses an OLAPPivot and accesses the FTE & Headcount cube. The dimensions used from that cube are: Version, Year, FTE & Headcount Measures, Employee, Office, Month, Title and PG Dept. Selecting Total Office in the Office drop-down displays a firmwide headcount.

  1. From the Staffing Reports menu, select Headcount by Office.

  2. From the Office drop-down, select the Office to be displayed. The Headcount by Office report displays.

 

Figure 22.           Headcount by Office Report

Budget Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen.

This report displays by month the specified Office headcount (to include new hires and attritions) sorted by Practice Group and then by Title. This report is sorted first on Practice Group, then on Title. This report uses an OLAPPivot and accesses the FTE & Headcount cube . The dimensions being used from that cube are Version, Year, FTE & Headcount Measures, Employee, Office, Month, Title and PG Dept.

Located at the top left-hand side of the screen are two menu items:

Headcount by Practice Group

The Headcount by Practice Group report displays all Headcounts for a specified Practice Group. This report accesses the FTE & Headcount cube. The dimensions used from that cube are Version, Year, FTE & Headcount Measures, Employee, Office, Month, Title and Practice Group. Selecting Total PG Dept in the Practice Group drop-down displays a firmwide headcount.

  1. From the Staffing Reports menu, select Headcount by Practice Group.

  2. From the Practice Group drop-down, select the Practice Group to display. The Headcount by Practice Group report is displayed.

 

Figure 23.           Headcount by Practice Group Report

Budget Year and Current Version display on the left-hand side and are pulled from the information entered on the Configuration screen. This report displays by month the specified Practice Group headcount (to include new hires and attritions) and sorts first on Office, then on Title.

Located at the top left-hand side of the screen are two menu items:

This report uses an OLAPPivot and accesses the FTE & Headcount cube. The dimensions used from that cube are: Version, Year, FTE & Headcount Measures, Employee, Office, Month, Title and Practice Group.

 

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